National Conference on E-resources and E-learning

Electronic Theses and Dissertations initiatives: use and

relevance with special reference to Mahatma Gandhi University

Mini G Pillai Annu George Suku JAssistant Librarian Deputy Librarian Deputy LibrarianMahatma Gandhi University Mahatma Gandhi University Mahatma Gandhi Universityminigpillai@gmail.com annumgu@gmail.com sukumgu@gmail.com

Abstract

The study focuses on the ETD initiatives in universities of Kerala with special emphasis on the digitization of PhD theses in the Mahatma Gandhi University. It deals with the special features of MGU Online Theses Library, its use within the University and the problems faced by the University in digitization. A few solutions to overcome these problems are also offered.

Keywords: Digitization, ETD initiatives, Thesis digitization, MGU Online Theses

Library, Mahatma Gandhi University Library

1. Introduction

Universities as institutions of higher learning play a major role in generation and

dissemination of knowledge by conducting research and producing Ph D theses.

Developments in Information and communication technology (ICT) have enabled to

provide open access to the fruits of research carried out in the Universities and

Research Institutions, which were once under-utilized due to restrictions and

limitations of accessibility. The doctoral theses and dissertations are important and

unique sources of information which are the result of three or more years of hard

work put in by the research scholars and their supervisors. These sources contain new

ideas, innovations and new results in highly specific and minute topics. The usual

practice in most Universities is that a copy of the doctoral thesis is maintained in the

respective University libraries and access is restricted only to the members. Even

photocopying of a part of the thesis is not permitted. However, there is an argument

that the research is done with public fund and hence such information is to be made

publicly available. It is in this context that Electronic Theses and Dissertations (ETD)

have been initiated at the international, national and institutional levels. The

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development of ETDs has enabled a global visibility of the scholarly output of

Universities. Also the University Grants Commission has enacted “UGC (Submission

of Metadata and Full-text of Doctoral Theses in Electronic Format) Regulations,

2005” to strengthen national capability of producing electronic theses and

dissertations, and, to maintain university-level and national level databases of theses

and dissertations. As a result initiatives have been taken at the University level to

build ETDs.

2. Relevance of the study

Universities in Kerala have started the digitization process of their Ph.D theses for the

last few years. But it seems that no study has been conducted to find out the present

status of ETDs in Kerala. This study attempts to address this lack of information.

Further, the study focuses on MGU Online Theses Library as it is the first of its kind

in the state and more comprehensive than any other theses digitization programme of

a single university. Since it was an expensive project, it was also felt that it is high

time to study its use by the research scholars and faculty members so that solutions

can be offered to facilitate its easy use. .

3. Objectives

1. To study the Digital Library initiatives in the University Libraries in Kerala

with special reference to ETDs.

2. To examine the use of Mahatma Gandhi University Online Theses Library.

3. To identify the most useful feature available in Mahatma Gandhi University

Online Theses Library.

4. To enumerate the limitations experienced by users in accessing the Theses

Library.

5. To examine the limitations experienced, if any, in the ETD initiatives of

Mahatma Gandhi University.

4. Scope and Limitations

This study was mainly done among the users of the Mahatma Gandhi University

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Library. It does not cover the use of MGU Online Theses Library among the research

scholars and Faculty members of other universities. Although the study deals with the

initiatives taken in developing Electronic Theses and Dissertations, the study has been

confined to the development of Electronic Theses only. No mention has been made by

any of the University Libraries in Kerala about the development of an electronic

dissertations library so far.

A detailed study of ETD initiatives in other universities in Kerala has not been

possible due to time limit.

5. Methodology

Sixty questionnaires were distributed among the research scholars and faculty of the

Mahatma Gandhi University in the field of Science, Social Science and Humanities.

Random sampling method was adopted to conduct the Survey. Out of them, 54 (90%)

duly filled questionnaires were received.

All the conventional University Libraries in Kerala were also contacted over

telephone/email to study the Digital Library initiatives in each University.

6. Review of Literature

In a study conducted by Vijayakumar, Murthy and Khan ( 2007), it is observed that

Indian university libraries are looking for policies from government agencies such as

the UGC and infrastructure support, technical expertise, financial support from their

own institutions to create ETD systems in their campuses. Kumbar (2009) details the

ETD attempts at the national and institutional level and also attempts to formulate the

indicators for successful implementation of an ETD initiative. Jancy James,

Sreekumar and Raman Nair ( 2008) in their paper point out the importance of an open

platform for ETD initiatives in order to avoid duplication of research and thereby

wastage of public fund. Vijayakumar and Murthy (2001) discuss the work done by

INFLIBNET centre in ETD Development and point out the importance of making the

Indian academia well aware of e-publishing. In a study by Sheeja and Surendran

(2011), a comparative analysis of ETDs of MGU and CUSAT has been made. They

suggested that the use of an open source software and imparting training to library

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staff may be the best model for University libraries instead of outsourcing.

6.1 Electronic Theses and Dissertations Initiatives at the National Level

The first ETD repository in India was started at the Indian Institute of Technology in

Bombay in 1999 and since then a number of small ETD repositories have been

developed throughout India. Agencies like University Grants Commission, Indian

Council of Agricultural Research and Council of Scientific and Industrial Research

have initiated the promotion of ETDs at the national level. Vidyanidhi

(http://www.vidyanidhi.org.in/) is envisioned to evolve as a national repository and a

consortium for e-theses through participation and partnership with universities,

academic institutions and other stake holders.

Shodhganga, a project of INFLIBNET is an online repository of Theses and

Dissertations of Universities in India. It is gaining momentum through its initiation to

collect and make available the Theses and Dissertations awarded by various

Universities in India to one and all. Many Universities have already joined this

venture by providing the full text of theses along with the metadata.

6.2 Electronic Theses and Dissertations initiatives in the Universities in Kerala

Out of the 15 Universities of Kerala, it is learnt that ETD initiatives have been taken

up by the University Libraries of Cochin University of Science and Technology

(CUSAT), Mahatma Gandhi University (MGUL) and University of Calicut. However

CUSAT and MGUL have developed online Digital Libraries of Theses and enabled

open access. The Digital Library of CUSAT – Dyuthi (http://dyuthi.cusat.ac.in)

Library contains Conference Proceedings and many items other than PhD Theses. The

MGU Online Theses Library is accessible at www.mgutheses.in. The University of

Kerala has signed a MoU with INFLIBNET Centre to take part in Shodhganga. They

have submitted a proposal to the Government of Kerala for the digitization of 4000

theses available in the University Library. In University of Calicut, digitization of

theses has been started as an in-house project and 220 theses have been digitized

along with the creation of digital library using DSpace. They have submitted a

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proposal to the UGC for the digitization of remaining theses. Sree Sankaracharaya

University of Sanskrit, Kalady and Kannur University, although they do not have their

own Digital Library of PhD Theses, have also signed the MoU to be part of the

Shodhganga Project.

Table 1.Status of ETD Projects in Universities in Kerala

Sl No.

Name of University

Current Status of ETD Projects Software for Development of ETD

1 University Of Kerala

No functional ETDSigned MoU with INFLIBNET CentreSubmitted proposal to Govt. of Kerala for Financial AssistanceNumber of PhD Theses awarded: 4000+

2 Mahatma Gandhi University

MGU Online Theses library is available at http://www.mgutheses.inContains 1116 PhD ThesesContributed 517 theses to Shodhganga projectNumber of PhD Theses awarded: 2200+PhD theses remains for inclusion: 1000+

Nitya D'Arch

3 Cochin University of Science & Technology

Dyuthi: The Online Digital Library of Theses is at http://dyuthi.cusat.ac.inContains 1285 PhD ThesesContains Conference Proceedings also Contributed 575 theses to Shodhganga projectNumber of PhD Theses awarded: 2000+PhD theses remains for inclusion: 700+

DSpace

4 Sree Sankaracharaya University of Sanskrit

No functional ETDSigned MoU with INFLIBNET Centre

5 University of Calicut

Started ETD ProjectContains 220 PhD ThesesPublic access not enabledContributed 84 theses to Shodhganga projectNumber of PhD Theses available: 1900+PhD theses remains for inclusion: 1700+

DSpace

6 Kannur University

No functional ETDSigned MoU with INFLIBNET Centre

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6.3 Electronic Theses and Dissertations initiatives of Mahatma Gandhi

University

As part of implementing the UGC regulations for submission of doctoral theses and to

give a wider exposure to the academic research conducted in the University, the

Mahatma Gandhi University Library proposed to develop an Electronic Theses and

Dissertations (ETD) of the University in the year 2005. It was proposed to include all

PhD Theses awarded by the University and Dissertations of M Phil and Post Graduate

programmes being conducted in the University Departments from the inception of the

University. However, as the task was too cumbersome, it was decided to initially

develop a Digital Library of PhD Theses of the University as the first phase of the

ETD Project. It was also decided to outsource the work of digitizing the PhD theses.

The University Library had a collection of more than 1000 PhD theses as hard copy at

that time. The project was entrusted to M/s Beehive Digital Concepts, Kochi and

MGU Online Digital Library of PhD Theses was launched in November 2008 by the

former President of India H.E Dr. A P J Abdul Kalam. Each page was scanned and

PDF files of each thesis were created. Nitya D'Arch, the web interface of Nitya

software is used to upload the items in the Web www.mgutheses.in. MGU Online

Digital Library of PhD Theses consists of 1116 theses including Sanskrit, Hindi and

Malayalam theses. The full text of each thesis is available along with the metadata. An

attractive feature of the MGU Online Digital Library of PhD Theses is that the full

text is available with bookmarks which enable the user to go directly to the chapter or

sub heading within a thesis. MGU is the only university from India, which could host

such an official digital archive of PhD theses in the web using multilingual software

and search mechanism (for Malayalam, Hindi and English). The regional language

theses can be searched using the Virtual Keyboard available in the homepage of MGU

Online Digital Library of PhD Theses which enables search in the regional language

script itself. MGU Online Digital Library of PhD Theses has also won the Kerala

State E-governance award in the E-learning category during the year 2010.

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Home page of MGU Online Digital Library of PhD Theses

Opening page of a Thesis with Bookmarks in MGU Online Digital Library

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MGU Online Theses Library has been functional since November 2009 and it is high

time to study its use and relevance with respect to the academia. So an attempt has

been made based on the analysis of data obtained through the study.

7. Analysis of Data

7.1. Awareness of MGU Online Digital Library of PhD Theses: The respondents were

asked if they are aware that the University has developed the MGU Online Digital

Library of PhD Theses. All the respondents are aware of this and they have used or

referred to it at some time or the other.

7.2. Source of awareness:

Table 2. Source of awareness about MGU Online Digital Library of PhD Theses

Source of Awareness

Media Faculty University’s website

Library Orientation Programme

Colleague or Friend

10 (19%) 6 (11%) 12 (22%) 15 (28%) 11 (20%)

Table 2. shows that 28% of the respondents were informed of MGU Online Digital

Library of PhD Theses through the Library Orientation Programmes, 22% through the

University Website , 20% from colleagues, 19% through announcement in media and

11% through their faculty.

7.3. Accessing the MGU Online Digital Library of PhD Theses: 72% of the

respondents searched the MGU Online Digital Library of PhD Theses directly

through the URL www.mgutheses.in whereas a few accessed the site through a search

engine.

7.4. Purpose of reference: The study shows that although the respondents refer the

MGU Online Digital Library of PhD Theses for all purposes such as Research,

Preparation of Articles and Seminar papers, majority of the respondents (43%) have

used it for their research purpose.

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Table 3. Purpose of using MGU Online Digital Library of PhD Theses

Subject areasPurpose

Research Seminar Article preparation

All the purposes

Science 9 3 2 6Social Sciences

8 2 3 5

Humanities 6 0 5 5

7.5. Hard copy Vs Online Version

Even though MGU Online Digital Library of PhD Theses is available on the Web, the

study shows that respondents still refer to the hardcopy of theses. The reason for this

is the non availability of the latest theses in MGU Online Digital Library of PhD

Theses.

Figure 1. Use of Hard copy and Online version of theses

7.6. Features of MGU Online Digital Library of PhD Theses

There are a number of attractive features in the Digital Library which facilitates easy

and meaningful search. The most highlighted features were listed and the respondents

were asked to rank the features.

9

ScienceSocial Sciences

Humanities

0

2

4

6

8

10

12

14

16

Hard CopySoft Copy

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The study shows that the respondents have ranked the features as follows:

Table 4. Ranking of Features of MGU Online Theses Library

Sl.No. Features Rank

1. Bookmarks 12. Page by page downloading 23. Advanced search facility

(through Centre of Research, Branch of Study, Year, etc)3

4. Search result leading to whole thesis or part of the thesis 45. Regional Language theses 56. Virtual keyboard 6

7.7. Findings

1. No mention has been made by any of the University Libraries in Kerala

about the development of an electronic library of dissertations of MPhil /

Postgraduate programmes so far.

2. Major limitation pointed out by the respondents as per the study is the non

availability of latest theses. i.e. the MGU Online Digital Library of PhD

Theses is not updated.

3. The respondents have evaluated the MGU Online Digital Library of PhD

Theses as a good digital repository initiative, although the faculty members are

generally not in favour of providing public access to the PhD Theses for fear

of plagiarism.

4. With regard to accessibility of MGU Online Digital Library of PhD Theses,

as page by page downloading is possible, the user finds it useful. In many

other digital libraries, it is seen that the user can view or read only after the

whole document is downloaded. In a system with slow Internet connectivity, it

will take long time to download the whole thesis.

5. As bookmarks are provided beside the full text of theses, respondents are

able to directly navigate to any portion of thesis.

6. Search results lead to the whole thesis or a part of the thesis. This facility is

also useful according to the respondents.

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8. Problems faced by Mahatma Gandhi University Library

1. Additions to the Digital Library

The Mahatma Gandhi University has awarded 2195 PhDs till July 2012. But

only 1116 theses are available in the MGU Online Digital Library of PhD

Theses. The remaining theses available at present are yet to be added and

further additions to the Online Theses Library on a regular basis has to be

considered for an up to date digital library of PhD theses. Although the project

was proposed to complete the backlog of digitizing theses only, the Library is

still forced to depend on the firm for further additions as the Library staff have

not been trained to make additions. As the software used Nitya D'Arch is a

commercial one, for each and every matter related to it, the Library is bound to

approach the firm and get their assistance. This is a very hazardous limitation

faced by the Library.

2. Soft copy of Thesis

The University PhD Regulations insist that a soft copy of the thesis is to be

submitted along with the hard copies. These copies reach the library after

several months and very often, the soft copy of the thesis in CD will either not

be readable or will be in different formats. There is no provision in the

concerned section of the University to check the CD at the time of submission.

Hence only after awarding the degree and when the copies are received in the

University Library, the CD can be checked. As a result, the process of

digitizing is still necessary although soft copies are received.

3. High cost of digitizing

An amount of about Rs.25 lakhs has already been spent for developing the

MGU Online Digital Library of PhD Theses. Rate for scanning and uploading

the whole thesis in Web was Rs.10 per page.

4. Web space for hosting the Digital Library and Maintenance of the same

The Digital Library is hosted in a remote server on rental basis. Hence

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additional amount is spent to maintain the data in the remote Web space.

9. Suggestions to overcome the Problems

1. The Library staff should be trained in aspects of digitization such as

installation and configuration of software, creation of database and its

customization, addition of records, editing of records and backup/ restore

operation of database related to the MGU Online Digital Library of PhD

Theses. This will help the staff to update the digital library frequently.

2. Research scholars should be given proper guidelines for submitting the PhD

thesis. Besides the hard copy, a soft copy of the thesis in PDF should be

submitted to the University. After the Doctoral degree is awarded by the

University, the scholar may be instructed to submit the soft copy at the

University Library where the same may be verified and a certificate stating the

correctness of the soft copy may be issued by the University Librarian. The

PhD Degree Certificate may be issued from the University only after the

certificate from the University Librarian is submitted along with the

application for degree certificate.

3. Once the soft copy of theses is received in PDF, there will be no need to

scan the hard copy, which will reduce the cost of creating and updating the

digital library. As the present software used for MGU Online Digital Library

of PhD Theses is a commercial software, the University Library has to depend

on the firm for all aspects related to the maintenance, updation etc of the

Digital Library. A solution to this problem is to simultaneously develop the

Digital Library of PhD Theses using an open source digital library software

like DSpace.

4. The University may provide web space in the Data Centre of the University

to host MGU Online Digital Library of PhD. This will ensure safety of the

data as well as reduce additional charges for maintenance of the site.

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10. Conclusion

As digitization becomes the buzzword of the era, more and more institutions are

leaping towards ETD initiatives. National agencies like UGC,CSIR, ICAR etc can

formulate policies for the digitization of resources in institutions coming under their

purview. This will lead to co-ordination and thereby avoid wastage of manpower and

money. Such institutions can also think of formulating a national policy for

digitization of the fruits of research for generations to come. Recent initiatives of the

INFLIBNET Centre for promoting digitization need special appreciation. As per the

recommendation of INFLIBNET Centre, the University Grants Commission has

sanctioned grants to the Universities under the Shodhganga project for the digitization

in the Universities. Mahatma Gandhi University hopes to update its Online Theses

Library with this financial assistance and uphold it as one of the outstanding Online

Theses Libraries in the Universities in India. It is hoped that the INFBLINET Centre

will also formulate uniform guidelines for the digitization of theses and development

of ETDs.

References

1. Beena S. (2012). Digital content development in the Kerala University library: a case study. SRELS Journal of Information Management. 49(5) 535-548

2. Jancy James, Sreekumar G and Raman Nair R.(2008) Doctoral research at Mahatma Gandhi University 1983-2008: a bibliometric analysis. University News. 46(51). 22-28

3. Sheeja N K(2011). The development of an Indian electronic theses and dissertations repository: an overview. The Journal of Academic Librarianship. 37(6)/546-547.

4. Sheeja N K and Surendran Cherukodan (2011) The Development and promotion of ETDs in Kerala. In 8th International CALIBER 2011, Goa University, Goa. 2-4 March 2011: 156-163.

4.Tukaram S Kumbar . Electronic theses and dissertations Initiatives in India: identification of some indicators of success .In ETD 2009: Bridging the Knowledge Divide. International Symposium on Electronic Theses and Dissertations, University of Pittsburg: 1-35

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5.Varatharajan N & Chandrasekhara M (2007) Digital library initiatives at higher education and research institutions in India. Library Philosophy and Practice. December 1-7

6.Vijayakumar J K and Murthy T A V(2001). Need for a digital library for Indian theses and dissertations: a model on par with the ETD initiatives at international level. In Urs, Shalini R, Rajasekhar, T B and Raghavan K S, ed., Digital libraries: conference papers of the 4th International Conference of Asian Digital Libraries, Bangalore. 10-12 December 2001: 384-390

7.Vijayakumar J K , Murthy T A V and Khan M T M(2007). Electronic theses and dissertations and academia: a preliminary study from India. The Journal of Academic Librarianship 33(3). 417-421

8.www.dyuthicusat.ac.in. Accessed on 15-11-2012

9.www.inflibnet.ac.in. Accessed on 16-11-2012

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